Resources Coordinator

Hayat Universal School (HUBS); Doha; On-site; QAR 200,000 - 400,000; Full time

Job summary

A leading school in Doha seeks a Resources Coordinator to enhance operational efficiency through effective resource management, budgeting, and coordination of school events. The ideal candidate will possess strong organizational and communication skills, with a minimum of 4 years of relevant experience. Fluency in Arabic and English is essential, along with proficiency in Microsoft Office. This role involves overseeing inventory management, library operations, and ensuring safety compliance, contributing significantly to the school's daily functions.

Benefits

End of service benefit equivalent to one-month salary for each full year of service

Annual summer leave of 40 days

Qualifications

• Minimum of 4 years of relevant experience in administration and coordination.
• Fluency in Arabic and English.
• Ability to work under pressure and manage multiple tasks.

Responsibilities

• Manage procurement, distribution, and tracking of school supplies.
• Supervise library operations and staff.
• Monitor the approved annual budget and track expenditures.

Skills

Organizational skills

Communication skills

Leadership skills

Time-management abilities

Attention to detail

Tools

Microsoft Office

Job description

The Resources Coordinator plays a key role in supporting the school’s operational efficiency by overseeing resource planning, budgeting, procurement, inventory management, safety compliance, logistics and library services. This role is responsible for ensuring the availability and proper use of resources necessary for teaching, learning, and school events, while also coordinating with various departments to facilitate the smooth daily functioning of the school.

Main Duties

1. Resource & Inventory Management

• Manage the procurement, distribution, and tracking of school supplies (consumables and non-consumables).
• Manage annual and term-based book and material orders for the current and upcoming academic year.
• Supervise and maintain accurate inventory records of learning resources, educational supplies, and furniture, including tracking damages and ensuring timely replacements.
• Maintain lists of resources commonly requested to facilitate timely processing of orders.
• Identify local and international suppliers and maintain up-to-date lists of these suppliers and contacts.
• Supervise the resources staff (Resources Assistants).
• Ensure materials are properly stored, organized, and maintained.

2. Library Oversight

• Supervise library operations and staff (Librarian and Library Assistant) for both school libraries.
• Oversee the library book circulation, shelving, and inventory systems.
• Conduct regular library inventory and submit reports to the accounts department.
• Plan and organize Book Fairs, including the International Book Fair, in coordination with vendors and school staff.

3. Budgeting & Financial Oversight

• Work with EduGlobe Executive Team, the school Principal, School Administration, IT Team and the teaching staff to develop the annual plan for resources that will be submitted for approval by the Principal before it is communicated to EduGlobe.
• Monitor the approved annual budget in coordination with the accounts department.
• Track expenditures, process payments, and reconcile receipts for all resource-related purchases.
• Guide staff in processing requests through the proper channels of approval to ensure alignment with budgeting procedures and documentation standards.
• Review and process teacher reimbursement requests and submit required documentation to the accounts department.

4. Safety Monitoring

• Actively participate in the School Safety Committee and contribute to emergency planning.
• Conduct daily campus safety checks and scheduled monthly inspections.
• Follow up on identified safety issues and ensure timely resolution in collaboration with relevant departments.

5. Graduation & Event Coordination

• Participate in planning and organizing Grade 12 Graduation, Grade 6 Celebration, and KG2 Graduation, including : ordering gowns, certificates, awards, flowers, handling event logistics, etc.
• Support the planning and execution of school-wide events and programs.

6. Administrative & Operational Support

• Oversee photocopy operations and maintain functionality of copy machines.
• Manage displays and boards such as the Staff Qualification Board, mailboxes, and HH5 Bulletin Boards.
• Coordinate logistics for events and monthly trips such as Career Education Day and Jarir and Rawnaq resource purchasing trips.
• Support the administrative team with daily operational tasks.

7. Logistics & Other Duties

• Responsible for issuing and distributing keys to staff at the beginning of the academic year and ensuring their collection at the end. This includes keys for doors, elevators, Chromebook cabinets, classroom storage units, and PE equipment cages.
• Oversee “Lost and Found” procedures, arrange carpet cleaning, and process staff clearance forms.
• Provide general administrative support and assist the Principal and School Administration as needed.
• Maintain records, prepare reports and memos related to areas of responsibility, and attend staff meetings as required.
• Performs other related, similar, or logical duties as required or assigned.

Requirements

• Minimum of 4 years of relevant experience in administration, budgeting, procurement, inventory systems, and coordination, preferably in a school setting.
• Fluency in Arabic and English; reading, speaking and writing.
• Proficiency in Microsoft Office.
• High emotional stamina and the ability to work under pressure.
• Strong organizational, planning, and time-management abilities.
• Effective communication, leadership, and interpersonal skills.
• Ability to work collaboratively across departments and with external vendors.
• Strong attention to detail and ability to manage multiple tasks in a fast-paced environment.
• Ability to present complex information clearly and concisely.
• Ability to work independently and take initiative in completing tasks as assigned.
• Monthly gross salary ranging between QAR 9,000 to QAR 12,000, based on qualifications and years of experience.
• End of service benefit equivalent to one-month basic monthly salary for every full year of service. The basic salary is 70% of the gross salary quoted above. The end-of-service benefit is paid when staff complete a minimum of one year.
• Annual summer leave of 40 days upon completing one full academic year.
• Package does not include housing, transportation or summer tickets.